Dynamics 365 Customer Engagement allows users to attach files and documents to associated customer records. However, attachments in Dynamics 365 CE are stored within the Dynamics system, filling up your storage quota and potentially leading to increased storage costs. In this article, we will explore three efficient options for optimizing document storage using SharePoint integration.
1. Moving File Attachments in Notes in Dynamics 365
One of the primary ways users attach files in Dynamics 365 for Sales is by creating notes. Notes are versatile, allowing users to attach various types of files, such as images, documents, and PDFs.
Common Scenarios for Note Attachments in Dynamics 365
Field Operations: In scenarios like field service, technicians often take photos of damaged parts or inspection findings. Attaching these images to a note provides a clear visual reference for future actions.
Sales Prospects: Sales teams might attach photos of potential projects or products during client meetings, ensuring that crucial visual information is associated with the respective customer record.
Customer Service Incidents: Customer service representatives might need to attach photos or documents detailing incidents or issues reported by customers. These attachments aid in investigations and resolution processes.
While this method is convenient, it can lead to storage inefficiencies if not managed properly. Here’s how to leverage SharePoint storage to optimize this process:
Set up a Power Automate flow that monitors the creation of notes with attachments.
Configure the flow to automatically move the attached file from the note to a designated SharePoint folder.
After the attachment is successfully transferred, the original note can be cleaned, removing the attachment to free up space. You can annotate the note to direct the user to SharePoint storage to access the file.
2. Use the File/Document Tab and Tie the Attachment Back to a Note in Dynamics 365 for Sales
In Dynamics 365 for Sales, the File/Document Tab is a robust feature designed to enhance document management. It empowers users to efficiently create, upload, and manage various types of files directly within the CRM system. The documents you create are automatically saved in SharePoint – but you might want a note in the timeline to make sure everyone knows your document is available when they need it.
Common Use Cases for the File/Document Tab in Dynamics 365 CRM
Document Creation: Sales teams often create detailed proposals, quotes, and contracts. Using this tab, they can generate these documents quickly and efficiently within Dynamics 365 using standardized templates.
File Uploads: Users frequently receive files from customers, such as product specifications or legal documents. These files can be directly uploaded to SharePoint for secure storage and easy access.
Collaborative Documents: Teams collaborating on a project can create shared documents, enabling real-time collaboration and version control.
To create a note automatically when a file is connected to a customer record in Dynamics 365, try setting up a Power Automate Flow:
Choose a trigger based on SharePoint that detects when a new file is added or modified.
Configure the flow to create a new note in Dynamics 365, associating it with the relevant customer record and providing necessary details.
Save and test the flow to ensure it works as expected, and then enable it to run automatically based on your trigger conditions.
3. Export Important Documents to PDF and Save Them in SharePoint
Exporting records to PDF format and saving them directly to SharePoint enables users to create professional-looking documents and store them securely while ensuring easy access.
Common Use Cases for Exporting to PDF
Quotations and Proposals: Sales teams often create detailed quotes and proposals for clients. Exporting these documents to PDF ensures they are presented in a polished, consistent format.
Order Confirmations: Confirmation documents for orders and purchases are crucial for both customers and internal records. Exporting these confirmations to PDF ensures clarity and accuracy in transactions.
Reports and Summaries: Users frequently need to create reports and summaries of customer interactions, sales figures, or project progress. Exporting such data to PDF allows for easy sharing and documentation.
Navigate to the record you want to export to PDF, such as a quote or order.
Click Export to PDF to generate a PDF document from the record. Dynamics 365 provides templates, ensuring a standardized and professional appearance.
During the export process, select Save to SharePoint.
Optionally, you could use the same Power Automate flow mentioned above to add a Note to the timeline so everyone is aware of the document.
Benefits of Storing Documents and Attachments in SharePoint
Storage Efficiency: By moving attachments to SharePoint, you conserve server space, ensuring that your Dynamics 365 environment remains optimized and responsive.
Quick Retrieval: SharePoint’s structured storage allows for easy search and retrieval of files, streamlining access for all team members.
Data Integrity: Centralizing attachments in SharePoint ensures data consistency and eliminates the risk of attachments being misplaced or lost.
Collaboration: Enhanced accessibility promotes collaboration, enabling multiple team members to access necessary files without hindrance.
Version Control: SharePoint’s versioning feature ensures that changes are tracked, and previous versions are archived. This provides an audit trail as well as historical reference.
Secure Access: SharePoint’s robust security features guarantee that only authorized personnel can access and modify documents, ensuring data integrity and compliance.
By optimizing attachments with SharePoint storage, businesses can enhance their data management capabilities within Dynamics 365 for Sales. Whether it’s managing field photos, important project documents, or customer quotes, these methods streamline file attachments, ensure data integrity, and improve overall efficiency. Implementing these strategies not only conserves server space but also fosters a more organized and productive work environment.
Would you like to know more about these features or help setting up a Power Automate flow? Contact us today and let our experts show you how!